https://travelregistry.johnshopkins.edu/Travel
As you prepare to take an overseas assignment you should take into account a few administrative, health, and safety issues before you leave the country. Keep in mind that when working overseas, even in the short-term, you need to be prepared before leaving the US in order to have a productive experience and avoid unnecessary health and safety risks. The Department of International Health has developed a
mandatory Travel Course that will assist in answering several administrative, health and safety questions for students traveling abroad. The department also has a checklist for you to complete prior to leaving the country to assist you in preparing for your assignment. It is the responsibility of each student to complete and submit the completed checklist no later than THREE WEEKS prior to your departure for all overseas assignments. Students traveling to countries with Travel Warnings issued by the U.S. State Department must follow the procedure described in section B. Safety (2). Copies of the checklist may be obtained from the Departmental Academic Administrator or online at
http://goo.gl/Wsjcbc. Here are instructions for you when traveling overseas:
A. Administrative:
(1) TRAVEL COURSE REQUIREMENT – All students must take the online CoursePlus International Travel Course during their first year. Students must complete all lectures, take the quiz, and participate in a
LiveTalk session during the year. This course is mandatory and will be 1 credit pass/fail when completed. The course will provide information on University and departmental travel approvals and procedures, safety, health and will help answer questions students have about traveling abroad. Students in the Human
Nutrition program can request a waiver for this course only if they will be doing domestic research. Contact the departmental Academic Program Administrator (Karla McCarthy) to complete this request.
(2) UNIVERSITY APPROVALS – Be sure that you have the requisite approvals from the University to initiate any overseas research. These include submission of the attached checklist, approval from your thesis committee for dissertation research (must be signed before collecting data) and approval from the IRB for collecting human subjects data for research projects. Remember that for student research your advisor is the Principal Investigator, and she/he must approve the research and sign the forms. The IRB committee meets weekly, but it can take several months to get all of the IRB approvals finalized, especially if you need local IRB approval in addition to JHSPH, so plan ahead accordingly. You may also need to have approval from the NIH to conduct your research overseas. The Office of Protection of Research Risks (OPRR) is the agency that grants such approvals. There is a special form that must be signed by dissertation committees for approval of thesis research. Post-hoc submission of these forms is not acceptable, and you run the risk of your research being deemed invalid, so you should take these
precautions seriously. Conducting research on human subjects without IRB approval is a serious breach of ethical conduct.
(3) DEPARTMENTAL APPROVALS – All students must submit the International Health Travel Checklist prior to traveling. If a student is traveling to a country with a Travel Warning he/she must submit the
Traveling to Countries with Travel Warning form at least three weeks prior to departure, to get approval from the Steering Committee (for more information see section B.2). Student must also include an evacuation plan if traveling with an outside organization or with faculty. Students cannot travel without this approval. All
forms can be found here http://goo.gl/Wsjcbc and must be submitted to the Academic Programs Manager Cristina Salazar.
(4) REGISTERING TRAVEL – Once your travel plans are finalized and the plane tickets are purchased, the University requires that you register all your travel details online here
https://travelregistry.johnshopkins.edu/Travel. Please make sure you add the emergency contact
information and fill out the dates of your itinerary. If your itinerary changes throughout your trip, make sure you update your information online.
(5) TRAVEL DOCUMENTATION – You should assure that your travel documents are current and appropriate. Visas, if necessary, should be obtained well in advance of your travel. You can find out if a visa is required for the country you will be visiting by calling the embassy of that country (most are in
Washington), or by checking the web sites of most embassies. If you have a problem with getting a visa you will often fare better if you then go yourself to the embassy to have the visa processed. This is especially true if you hold a non-US passport. Remember that you may need a visa for transit through some countries. Also, a tourist visa is often all you will need, but a business visa may give you extra time in-country and help you avoid additional fees if multiple visits are required. Your advisor can help you obtain a letter to submit with your visa application if that is required. You should also be sure that your passport will be valid for the full time that you will be away. Most countries require that your passport be valid for 6 months from the date of departure. Finally, be sure that you have return airline tickets well in advance of your trip. Do not travel with a one-way ticket, as you may be restricted from entering the country upon arrival, and you may have difficulty securing airline tickets while away.
(6) HOST COUNTRY APPROVALS – Be sure that you have the necessary approvals from the host country to travel and conduct research. Many host country governments have agencies that must approve all foreign research projects. To check on this you should consult with your advisor, as well as with your host country collaborators. These approvals often take considerable time, so be sure to plan ahead. You should also be sure that the host-country collaborating agency has granted you approval. It is good to get this in writing. Be sure that they know the scope of your work in-country, your travel dates, where you will stay while there, and who they can contact if a problem develops. Take care to set your travel dates to
accommodate your collaborators. If you are not sensitive to their schedules you run the risk of getting a low level of support while you are on travel status.
(7) TERRORISM AND CIVIL CONFLICT – Check before you leave the country with the State Department (http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html ) to see about safety in the country you are traveling to. If you are traveling for a school related activity (including research experience or work with an organization or a faculty member, or for your doctoral thesis research), to a country that has a Travel Warning from the US. State Department, you must follow the following procedure:
1. Complete the International Travel Checklist
2. Complete the Countries with Travel Warnings Checklist
3. Obtain an evacuation plan or a safety plan from the organization or faculty member you will be working for in said country.
4. Make a photocopy of your passport, health insurance card, and student ID card
Submit all the paperwork to Cristina Salazar (E8518) at least THREE WEEKS in advance. This material will be reviewed by the Steering Committee and will have to be approved by the International Health
Department Chair, Dr. David Peters, before you commence travel.
Register with the US embassy and/or your home embassy if you are a 3rd country national (if working on a US sponsored project 3rd country nationals should register with the US embassy) when you arrive. If you have any problems you should contact the embassy. This includes problems with health, safety, or civil conflict. You should also contact your advisor and family if you have any problems. Use common sense in your dealings, and avoid association with persons who may place you at risk, or cause you to be a target for terrorism or police harassment.
(8) CONTACT INFORMATION – it is important that you leave your contact information with your family and your advisor. Also, be sure to leave your family’s contact information with your advisor, and vice versa. If you are out of town while away be sure to let your advisor and family know. It is quite common for students to leave town for trips and people at home are unable to reach them, generating significant worry and concern among your family and colleagues. You should also leave behind the name and contact information of your colleagues you are working with, and let them know how to contact you when you are in-country in the event of an emergency.
B. Health
(1) INSURANCE – you should check to be sure that your health insurance will cover you when you are overseas. You should also consider getting travel insurance (similar to International SOS which has an inexpensive student policy). This type of insurance will assist you in seeking quality medical care, and in evacuating you should a serious problem arise.
(2) DENTAL – if you will be overseas for an extended time be sure to have a dental check up prior to leaving. You should avoid dental care in many developing countries.
(3) MEDICATIONS – be sure to carry an adequate supply of required medicines with you. You may not be able to get them while traveling.
Final Note
Please take these common sense precautions seriously. With a little care and planning you can have a safe and enjoyable experience overseas. Realize that each country is unique and has special issues that should be attended to. Your advisor, and others who have traveled regularly to the country you are visiting, can help you plan for your trip accordingly. Note also that this list of recommendations is cursory and will not cover all events that may occur. Plan ahead, be careful, follow the advice of colleagues, and do not be shy about advocating for your health and safety. It can also be helpful to contact students who have worked in that country or with the organization you will be working with as they may have additional advice and useful tips for you. They can also help you budget by giving you cost of living information.
Internet Resources for Traveling Abroad:
http://travel.state.gov/travel/cis_pa_tw/safety/safety_2836.html – US State Department Travel Information
http://wwwn.cdc.gov/travel/default.aspx – CDC’s “Traveler’s Health” site. Useful information on health issues, and warnings by country.
https://phirst.jhsph.edu - JHU Institutional Review Board. Includes forms for applying for approval.
http://www.internationalsos.com/ – Low cost travel evacuation insurance company offered by JHU.
http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html US State Department Current Travel Warnings